How Many Onboarding Types Are There?
Onboarding is crucial for helping new hires get off to a strong start, since the way you welcome them will shape their perception of the company from the very beginning. A recent Gallup report found that only 12% of employees believe their company excels at onboarding. This statistic is concerning because ineffective onboarding can lead to employee turnover within the first 18 months of hiring. Therefore, onboarding is essential, especially since new employees are often sensitive to lukewarm initiatives and clear about their expectations from a company.
Your onboarding approach matters greatly, whether you are enhancing the employee onboarding experience or implementing a specific onboarding process. A thoughtful onboarding strategy fosters connections and creates a welcoming atmosphere, helping new employees find their footing quickly. Let's rethink onboarding and turn it into a successful launchpad by exploring the ten types essential for success.
What We'll Explore...
- The 10 Key Types Of Onboarding Explained
- Understanding The Two Components Of Employee Onboarding
- Conclusion
The 10 Key Types Of Onboarding Explained
When people mention onboarding, the first-day induction session often comes to mind. However, onboarding involves more than just induction training, and it varies significantly depending on the situation. This is because the needs of a new hire on their first day are quite different from those of a team starting a new project.
Additionally, integrating new team members after an acquisition process requires a different approach altogether, one that diverges from the standard onboarding. Each scenario requires its own tailored process, so it's essential to align your approach with the specific context to ensure effective onboarding. Let's explore 10 specific types of onboarding, each with its own purpose.
1. Operational Onboarding
Operational onboarding is centered around tools, technological systems, and processes. Without it, new hires may struggle to acclimate. For instance, consider a new employee who lacks access to email, project management software, or clear workflow instructions. Such oversights can lead to frustration and miscommunication. Operational onboarding helps prevent these issues by addressing key logistical details, such as:
- How do new employees submit timesheets?
- Where are internal documents stored?
- How do they log attendance and record leave data?
While this type of onboarding might seem basic, it is essential. Without a clear understanding of tools and processes, even the most talented employees may struggle to hit the ground running. Creating a repeatable onboarding experience helps new staff feel supported and less overwhelmed.
2. Knowledge Onboarding
When new employees join a company, they must acclimate to unfamiliar surroundings, teams, workflows, and expectations. It is the responsibility of the team and HR manager to ensure that new hires have timely access to company resources. This is where knowledge onboarding becomes essential. Knowledge onboarding involves sharing training materials and role-specific information that new employees need to succeed. It may include product information, industry standards, and regulatory compliance training. The team manager should also clarify how each employee's contributions align with the organization's goals. Once new staff members understand how their work impacts the organization, the company's mission and vision become clearer.
However, it is important to prioritize clarity in this process. Simply overwhelming new hires with a stack of documents is ineffective. Instead, a structured approach that incorporates microlearning modules for training is beneficial. Employees should also be directed to the organization's knowledge hub whenever they have questions. Effective knowledge onboarding not only prepares employees for their roles but also demonstrates that the company values transparency and expertise. It is well-established that performance improves when knowledge flows freely within an organization.
3. Performance Onboarding
Performance onboarding emphasizes results and establishes clear expectations from the outset. This approach allows new employees to understand what success looks like in their roles. By setting clear goals, companies can measure targets and create channels for effective feedback. For example, a sales associate might be expected to close a specific number of deals within their first 90 days.
Incorporating performance-based assessments can significantly enhance this process. These assessments can evaluate new hires on specific tasks relevant to their roles, helping to identify their strengths and areas for improvement that interviews may overlook. Based on these assessments, companies can set clear targets and expectations. Performance onboarding is also directly linked to accountability, while also supporting employees by providing them with milestones to strive for. When combined with mentoring and regular check-ins, this type of onboarding clarifies what you mean by "good performance." An effective performance onboarding process reduces mismatched expectations, builds confidence, and allows leaders to track progress in a fair and transparent manner.
4. Social Onboarding
Work is as much about people as it is about tasks. Social onboarding plays a crucial role in introducing new hires to their peers, leaders, and the overall company culture. Without effective social onboarding, employees may feel disconnected from the larger group. This process can include team introductions, buddy programs, and informal meet-and-greet sessions. It can also extend to digital channels that facilitate connections in hybrid or remote work environments.
Strong social onboarding helps employees integrate into the company culture more quickly. Through this process, they learn the unspoken rules, collaboration styles, and team dynamics. Additionally, they build relationships that streamline work interactions. A study by Gallup found that employees with strong social connections are more engaged and productive. These connections can take various forms, such as:
- Surface-level but friendly relationships.
- Close friendships.
- Bonds formed through participation in teams or groups.
Social onboarding is the intentional process of fostering these connections. It is not about enforcing what might feel like forced fun, but rather about creating a genuine sense of belonging. If you want your company to be recognized for its great culture and nurture a work environment that everyone desires to be part of, it is essential to incorporate social onboarding into your employee onboarding practices.
5. Talent Onboarding
Everyone has the potential to excel in their roles, and this is the essence of talent onboarding. It helps unlock the full potential of employees who have already demonstrated their capabilities, as well as uncover hidden talents in those who have yet to do so. Talent onboarding asks, "How can we help this person grow?" It examines skills, strengths, and development paths. This aspect is crucial because not all talents are immediately evident on a resume. For example, an employee might possess advanced knowledge of a foreign language, while another might excel in data analysis or design tools. If these skills are not identified early on, they may go underutilized.
There are several straightforward ways to uncover hidden talents:
- Conduct one-on-one meetings to learn more about new employees.
- Schedule casual check-ins from time to time.
- Assign mentors who can explore employees' abilities beyond their immediate work tasks.
Documenting this information is vital because a skill that seems irrelevant today might be crucial in the future. Knowing a second language might not be significant during onboarding, but months later, it could help secure a client. Therefore, talent onboarding is not just about discovery; it's also about growth. Employees may discover that they possess strengths they never valued before, and these strengths can become valuable assets for the company.
6. Strategic Process Onboarding
Early days matter significantly in an employee's experience. A staggering 50% of new employees consider quitting shortly after joining, and around 80% of them report that they were not adequately trained during onboarding. This presents a costly risk for organizations. Strategic onboarding can be invaluable in addressing this issue, as it links employees' roles to business goals. It fosters alignment by helping employees understand how their positions connect to the company's overall strategy. For example, a marketing manager should understand how their design campaigns contribute to revenue targets, while a financial analyst should recognize how their reports support senior management in making critical business decisions.
Strategic onboarding begins in the pre-onboarding stage, which includes:
- Sending a warm welcome email days before the start date, containing key information about where to go, whom to meet, and what to expect.
- Creating a welcome kit for newcomers.
- Developing a 90-day plan, divided into 30, 60, and 90-day phases, to make training manageable.
This approach to onboarding builds employee commitment. Staff members not only complete tasks, but they also understand the significance of their work. By recognizing how their contributions impact results, they become more motivated to excel.
7. Organizational Process Onboarding
Organizational process onboarding focuses on helping new employees understand the company's structure and internal operations. This process ensures that new hires don't waste time seeking answers from the wrong teams and effectively addresses key questions such as:
- Who makes overarching company decisions?
- How are approvals handled, and who is the highest authority that signs them off?
- Which department is responsible for which tasks?
For large organizations, this onboarding process may include governance rules, compliance procedures, and established escalation channels. In smaller companies, it may emphasize decision-making workflows and team roles. Providing clarity in these areas promotes efficiency, helping new employees avoid mistakes and reducing their reliance on constant supervision. This type of onboarding makes the workplace more organized and predictable. Furthermore, organizational process onboarding should not be a one-time event but rather an ongoing practice. Keeping employees informed about new technologies and workplace processes increases the likelihood that they will stay with the company for a longer period.
8. Onboarding About New Projects
Onboarding is not just about welcoming new employees; it can also apply to new projects. Each time a new project starts, an onboarding session can benefit all stakeholders involved. This process ensures that the project begins with a clear purpose, saving time and effort later by avoiding the need to chase down specific details. It also prevents delays, as everyone understands their roles, leading to less explaining once the project is in full swing.
A new project launch onboarding process can be structured as follows:
- Gather key details, including deliverables, project plans, and the Statement of Work (SOW) for reference.
- Assemble the right resources and align roles with skills.
- Once the team is set, provide access to collaboration and communication tools, capacity planning software, timesheets, and any other resources they will use on a daily basis.
Once the preparatory work is complete, conduct the onboarding session with the client. Use this "kick-off" meeting to ensure everyone is on the same page by discussing the project's scope, potential risks, deadlines, and expectations. Invite questions at the end of the discussion. This step is crucial for clarifying any uncertainties the team may have and for launching the project with the right momentum.
9. Training And Development Onboarding
By now, you've likely realized that onboarding involves much more than just paperwork; it serves as a launchpad for employees' learning and growth. Training and development during onboarding play a crucial role from the very beginning. This process does more than simply introduce policies or systems; it equips new hires with both job-specific and soft skills, helping them feel confident in their roles.
Learning and Development (L&D) teams play a crucial role in this process. They design learning paths that combine role-specific training with broader skill-building opportunities, such as technical instruction, soft skills workshops, and microlearning modules that deliver content in small, manageable chunks. Employees who understand their tasks and receive adequate support tend to perform better and feel more engaged. Key elements of effective onboarding include:
- Structured timelines and milestones.
These help track progress. Instead of cramming training into a short period, it should be spread over weeks or months to allow employees time to absorb and apply what they learn. - Mentorship to strengthen teamwork.
Pairing new hires with experienced employees encourages open questioning and fosters strong relationships.
A company that invests in training and development during onboarding demonstrates to employees that they are valued. Additionally, this investment enhances long-term competitiveness. It improves retention rates, reduces ramp-up time, and provides employees with a clear path for growth. In a rapidly changing industry, adaptability is essential.
10. Acquisitions And Mergers Onboarding
Mergers and acquisitions lead to significant changes as employees from two different organizations come together to form a larger, unified team. This transition involves administrative changes, cultural shifts, and new managerial responsibilities. Without effective onboarding, the process can quickly become chaotic. Onboarding during mergers and acquisitions focuses on seamlessly integrating new employees into the existing workforce. It addresses cultural differences, aligns systems, and consolidates processes. For instance, if the companies used different HR systems prior to the merger, the newly combined workforce will be guided onto a shared platform. Additionally, if the leadership styles of the two organizations differed, adjustments may be necessary in communication and management practices following the merger.
This onboarding process also tackles key challenges, including:
- Retaining existing employees.
- Maintaining employee engagement and productivity.
- Alleviating confusion and anxiety caused by the new environment.
To build trust during uncertain times, companies should conduct onboarding sessions for newly acquired employees. These sessions create a shared understanding of organizational goals. However, it's important to remember that adapting to changes can take time. Avoid rushing to conclude these sessions after just a month; allow teams the opportunity to evolve into a unified organization. Keep Q&A forums active and regularly check in with employees every few weeks to ensure a successful onboarding process.
Understanding The Two Components Of Employee Onboarding
The onboarding process, regardless of its type, starts with pre-onboarding and consists of two main phases. The first phase is orientation, where employees receive a general introduction. The second phase is integration, which focuses on teaching job-specific skills. Here's a closer look at each phase:
Orientation
The orientation process begins on the first day and continues for several months. Although it is brief, it establishes essential groundwork by covering company policies, compliance rules, and administrative tasks such as payroll and IT setup. During this time, employees learn about the company's values and their responsibilities. The goal is to ensure that employees leave orientation with a solid understanding of the basics, which helps them feel more comfortable in their new roles. When the orientation is conducted in a structured manner, employees are able to adjust more quickly.
Integration
After orientation, the integration process begins. This phase is more time-consuming and emphasizes incorporating new employees into the team and the overall company culture. It helps them learn the workflows and allows them to start in their roles right away. This is also where employee engagement begins. New hires observe their colleagues, see how projects develop, and understand how teams collaborate. Integration requires practical knowledge, so the onboarding experience may feel incomplete without it. By integrating culturally and socially, employees gain a sense of belonging, which ultimately drives organizational performance.
Conclusion
Onboarding is more than just completing paperwork or sending a welcome email; it serves as the foundation for employee success and retention. Whether onboarding new hires or launching a project, the approach taken is crucial. A well-defined onboarding process is essential for the growth of both employees and organizations, with various stakeholders, from HR personnel to team managers, playing a vital role. Companies that invest in effective onboarding differentiate themselves by keeping new employees engaged, fostering a strong company culture, and building high-performing teams.
Frequently Asked Questions (FAQs)
Operational onboarding helps employees understand the practical aspects of their role, covering the tools, systems, and processes they use on a daily basis. By providing employees with the correct information and setup from day one, companies equip them with what they need to start working productively.
Knowledge onboarding is aimed at systematically transferring essential company and role-related information to employees. This process typically involves the use of manuals and eLearning platforms. The information shared may include company policies, compliance regulations, and details about products or services. Effective knowledge onboarding ensures that employees grasp the "what" and "why" of their roles and responsibilities.
Performance onboarding, as the name suggests, focuses on clarifying employers' expectations regarding employee performance. It emphasizes realistic goal setting and defines success metrics for measuring performance. Additionally, the employer explains how each employee's work contributes to the overall performance of the business.
Social onboarding focuses on integrating new employees with the company's people and culture. It enables HR personnel to introduce newcomers to their colleagues, managers, and the broader teams they will collaborate with daily. A social onboarding session may involve team-building activities, mentorship opportunities, and informal meetups to help new employees feel welcomed.
Strategic process onboarding connects an employee’s role to the company’s long-term goals. It illustrates how their contributions support the overall business strategy. This step provides context beyond everyday tasks, helping employees see the bigger picture. When employees understand the impact of their work, they are more likely to remain committed and aligned with the organization’s success.
